9/4/2025
1 RiversideCA.gov1
RiversideCA.gov
RFP NO. 2289 – AGREEMENT FOR ASPHALT AND CONCRETE REPAIR SERVICES FOR WATER SYSTEM MAINTENANCECity CouncilSeptember 16, 2025Public Works and Public Utilities RiversideCA.gov2
1. RPU’s Water Division operates and maintains 993 miles of main line and over 67,000 service laterals2. On average, the Water Division performs 1,400 routine and emergency repairs annually, most requiring asphalt and/or concrete repair services3. Replacing the temporary asphalt patches with permanent improvements helps restore the road, curb, and/or sidewalk to its full capacity which helps it meet its full useful service life4. Expediting permanent asphalt and concrete repairs are critical to best maintain and protect these facilities while restoring access and improving public safety in the communityBACKGROUND1 2 9/4/2025
2 RiversideCA.gov3
1. Water Crews are not equipped to perform street paving and concrete therefore rely on the PW Street Division (PW Crews) to perform the asphalt and concrete repair work 2. Due to increased workload, equipment breakdowns, and shifting priorities the Streets Division is not keeping pace with the repair service requests3. Currently there are over 4,000 outstanding repair locations that require restorative services for water system maintenance4. To minimize disruptions to the community, staff from Public Works and RPU collaborated on ways to address the backlog to restore the asphalt and concrete. It was recommended that the best solution would be to hire a contractor to handle outstanding and future repairs, on an as-needed basisDISCUSSION RiversideCA.gov4
5. On June 28, 2021, the Board of Public Utilities recommended approval of an agreement from Request for Proposals (RFP) No. 1946 for As-Needed Asphalt and Concrete Repair Services for Water System Maintenance (not to exceed $1,000,000 annually for a three-year term, with an option to extend for one additional two-year term)6. It was necessary to cancel RFP No. 1946 and initiate a new procurement process, since the vendor was unable to hold their pricing due to unprecedented industrywide construction price increases. A good faith meet-and-confer process with the respective bargaining units was necessary, which took more than two years7. On September 26, 2023, the City’s Purchasing Division issued RFP No. 2289 for a qualified vendor to perform As-Needed Asphalt and Concrete Repair Services, in an amount not to exceed $1,500,000 annually for a three-year term, with an option to extend for one additional two-year term8. Seven Proposals were received on October 19, 2023, and a five-member panel comprised of staff from both RPU & Public Works reviewed and evaluated the proposalsDISCUSSIONDISCUSSION CONT.3 4 9/4/2025
3 RiversideCA.gov5
RFP NO. 2289Weighted Score EvaluationsProposed Fee(Annually)City LocationVendor Name RankTotal Proposal ScorePricing (15%)Qualifications (35%)Professional References (10%)Experience (25%)Approach and Methodology (15%)1860.8288.82308.0088.00235.00141.00$1,559,700Lake Forest, CAHardy & Harper, Inc.2685.4489.44259.0062.00170.00105.00$1,548,767Corona, CAAccess General Contracting, Inc.3555.0179.01217.0042.00190.0027.00$1,753,250Rancho Cucamonga, CAGentry General Engineering, Inc.4554.6137.61210.0068.00140.0099.00$3,683,230Diamond Bar, CACT&T Concrete Paving, Inc.5549.19101.19224.0068.00135.0021.00$1,369,000Anaheim, CAOnyx Paving Company, Inc.6548.00150.00161.0054.00105.0078.00$923,510Glendale, CAWe R Builders, Inc.7446.3635.36168.0052.00125.0066.00$3,918,050Eastvale, CANPL Construction RiversideCA.gov6
1. Purchasing requested a Best and Final Offer (BAFO) from the top scoring Proposer, Hardy and Harper, Inc., who responded with reduced unit pricing resulting in a new overall annual proposed fee of $1,503,415, a $56,285 or 3.6% reduction to the original fee submitted2. The RFP stipulated that the vendor’s compensation will be based on actual work performed, which may be more or less than the quoted fee for the assumed scope of work, but not more than $1,500,000 each year. Pricing is to remain firm for the initial contract term (three-years), if both parties agree on the one-time two- year extension, a CPI increase may be considered 3. PW Inspection staff have the expertise overseeing paving contractors and will partner with RPU to lead and oversee the work of the as-needed paving contract. This will include collaboration with RPU Water for locations, scope of work, and quantitiesDISCUSSIONRFP NO. 2289 CONT.5 6 9/4/2025
4 RiversideCA.gov7
1. Dedicated personnel to address the 4,000 locations in need of repair2. Install permanent restoration to minimize impacts to the communityand improve the quality of the streets throughout the City3. May work evenings, nights, or weekends to address priority or sensitiveareas (schools, retail centers, etc.)4. May possess newer or specialized equipment to facilitate repairs5. Reduces 311 calls to the City and elected officialsBENEFITS OF CONTRACTOR SERVICES RiversideCA.gov8
1. Public Works and Hardy & Harper Inc. Were able to address 980 paving patches last fiscal year. 2. Additional funding of $2,500,000 per year for three years, to add to the initial agreement amount of $1,500,000 to bring the not exceed amount to $4,000,000 per year for 3 years. 3. Funding to address the 4,000 locations in need of repair.4. Ability to keep up with the annual addition of 1,400 workorders. 5. Backlog addressed with in 3 years, and annual maintenance of $1,500,000 with CPI adjustments thereafter. AMENDED AGREEMENT7 8 9/4/2025
5 RiversideCA.gov9
That the City Council:1. Approve an amended Master Agreement with Hardy & Harper, Inc. of Lake Forest, California, from RFP No. 2289 for As-Needed Asphalt and Concrete Repair Services for Water System Maintenance, in a not-to-exceed amount of $4,000,000 per fiscal year for a term through June 30, 2028, with the option to extend for one additional two-year term;2. With at least five affirmative votes, adopt a resolution exempting the individual assignments under this As-Needed Asphalt and Concrete Repair Services Agreement from competitive bidding requirements of City Charter Section 1109;3. With five affirmative votes, authorize the Chief Financial Officer, or his designee, to record a supplemental appropriation in the amount of $2,500,000 from Water Utility Undesignated Reserves to the Public Utilities Water Field Operations Maintenance/Repair Account, System Expansion Account, and Distribution System Facilities Replacement Account; and 4. Authorize the City Manager, or his designee, to execute the Master Agreement with Hardy & Harper, Inc. and any other documents necessary to effectuate the work described herein, including making minor and non-substantive changes and to execute the optional two-year extension subject to funding availability, need, and acceptable performance.RECOMMENDATIONS9